SPA Process User’s Guide –
Chapter 4 – Adding Property and Funds

Adding a Prior FY Property Record

The Add PY Property (PAPPFY) screen allows agencies to add the following prior year transactions to the SPA system: New Property, Surplus Property Not Tracked on SPA and Property Held in Suspense.

Note: The Add PY Property (PAPPFY) screen is to be used for closed years only. For open years, use the Add Property (PAPADD) screen.

The mandatory fields are: FUND, REC DATE, DESCRIP, ACQ MD, ACQ COST, FISC YR, CLASS CODE and LOC (for internal agencies).

Note: Before adding a property record, obtain the necessary property and financial information from the agency’s accounting department or other appropriate source. Properties entered via the PAPPFY screen will reflect as a restatement to the earliest open fiscal year.

Procedure

1. Access the Add PY Property (PAPPFY) screen on the Main Menu.
2. Verify the agency number in the AGENCY field.
   The SPA system automatically defaults to the user’s agency number. If data is maintained by your agency for more than one agency, a different agency number may be entered by typing over the system-generated number.
3. Enter the property number in the PROPERTY field.
4. Enter the component number in the COMPONENT field.
5. Press Enter. The system tabs automatically to the FUND field.
6. Enter the agency fund in the FUND field.
7. Enter the receipt date in the REC DATE field (using MM-DD-YYYY format).
8. Note the effective date (EFF DATE field) is protected from entry and defaulted to 09/01 of the “open” fiscal year.
9. Enter the voucher date in the VOUCHER DATE field (using MM-DD-YYYY format).
10. Enter the in-service date in the IN-SERVICE DATE field (using MM-DD-YYYY format). If left blank, the system populates the field with receipt date. The in-service date must correspond to the fiscal year in the FISC YR field. See step 17.
11. Enter a description of the property in the DESCRIP field.

    Note: Agencies should create consistent descriptions for the property types they enter.

12. Enter quantity in the QNTY field. If left blank, this field defaults to 1.

    Note: Due to SPA system limitations, if you enter a quantity other than 1 the asset will not be included on the CAAB capital asset reports. You may include the number of units purchased in the COMMENT field.

13. Enter the class code in the CLA field.

    Note: This entry must be a valid code. For a list of valid class codes, refer to Appendix A.

14. Enter the acquisition method in the ACQ MD field.

    Note: For a list of acquisition methods, refer to Appendix B.

15. Enter the acquisition cost in the ACQ COST field (using XX.XX format).

    Note: The system reads an entry of 100 as $100.00.

16. The USEFUL LIFE field is a display only field populated from the useful life value on the class codes table in Appendix A. Useful life can be updated via the Update Depreciation [Depreciable Entities] (PADPRE) screen.
17. Enter the fiscal year in the FISC YR field (using YYYY format). The fiscal year must correspond to the in-service date in the IN-SERVICE DATE field. See step 10.
18. Enter the comptroller object number in the COMPT OBJ field.

    Note: This field is mandatory only when Acquisition Method 02 – State Sources is used. See Capital Asset Object Codes.

    Special Note: The fields in steps 19-23 (below) are mandatory only when Acquisition Method 08 (Debt Financed Instruments) is used. Finance term is expressed in months.

19. Enter the debt finance method in the DEBT MD field.
20. Enter the series/lease supplement number in the LEASE NO field.
21. Enter the finance term in the FIN TERM field.
22. Enter the amount financed in the AMT FIN field. This number can be different from the acquisition cost.
23. Enter the condition of the property in the COND field. See Chapter 2 for requirements in reporting asset condition. If left blank, the system defaults to G (good condition).
24. Enter one of the following appraisal methods in the APPR MD field:
    1. Invoices and other documents stating original cost
    2. Manufacturer price list
    3. Distributor and supply company catalogs
    4. Industry publications and trade journals
    5. Public records and tax assessment records
    6. Realtors, appraisers and bankers
    7. Other

    Note: This field is mandatory only when Acquisition Methods 05 – Gifts or Donations and 09 – Assets Held in Trust are used.

    Special Note: The fields in steps 25–31 (below) are mandatory for internal agencies only.

25. Enter a detailed description of the exact location of the property in the LOC 1 field.
26. Enter a detailed description of the exact location of the property in the LOC 2 field.
27. Enter a detailed description of the exact location of the property in the LOC 3 field.
28. Enter the first name of the person responsible for a piece of property in the RESPONSIBLE FIRST field.
29. Enter the middle name of the person responsible for a piece of property in the MIDDLE field.
30. Enter the last name of the person responsible for a piece of property in the LAST field.
31. Press Enter. The message Information Has Been Added appears.